Introduction to ilab Solutions for VUMC Users (VUMC PIs, Lab Managers, and Lab Members) Table of Contents Account Access & Login Credentials... 2 Account Registration for First-time Users... 2 Accessing VUMC Cores... 4 Adding Center Numbers... 5 Access to Center Numbers for Lab Members... 5 Requesting a Service... 6 Approving a Service Request... 9 Requesting an Equipment Reservation... 11 Equipment Reservation Notes... 14 Running Reports on Billing Numbers (VUMC Cost Centers)... 15 Reviewing Invoices... 16 Editing the Pre-Invoice: Billing Number Corrections/Distribution... 17 ilab Core Customer Help Articles... 19
Introduction to ilab Solutions for VUMC Users 2 Account Access & Login Credentials 1. Click here to access the core site: https://vanderbilt.corefacilities.org 2. All Vanderbilt University Medical Center (VUMC) users will use their VUNet ID and epassword to access the application. Account Registration for First-time Users If you ve not logged into ilab before, you ll need to register. 1. Click the here link under the header Internal Vanderbilt user. 2. A registration page will open. It will pre-fill you first name, last name and phone number. a. Complete any fields that have not been pre filled.
Introduction to ilab Solutions for VUMC Users 3 3. In the PI/Group drop down menu, search for your PI s last name and choose your PI as the lab. a. If you do not see your PI s name in the PI/Group drop down menu send an email to CoresEmail@vanderbilt.edu with your Name and PI s Name. i. The Office of Research will have a Lab created in the PI s name and contact you with additional instructions. b. If you work with multiple PIs, please select one to initially set up the ilab account. Next, send an email to CoresEmail@vanderbilt.edu with a list of the other PI names. i. The Office of Research will update your ilab account and send a confirmation email. 4. Once you register, the following message will display. 5. Your account will need to be approved. a. The Office of Research will approve requests within 24-48 hours. b. The PI and/or the Lab Manager also have the ability to approve research requests as needed. 6. Upon account request approval, you will be able to access and request services from Vanderbilt cores.
Introduction to ilab Solutions for VUMC Users 4 Accessing VUMC Cores After you have registered and your account is approved, you can access VUMC Cores that are live in the ilab System by doing the following: 1. Log into ilab here: https://vanderbilt.corefacilities.org a. All users will use their VUNet ID and epassword to access the application. 2. Click on the list of all cores link on the left side of the ilab page. 3. Select the core from which you want to order services.
Introduction to ilab Solutions for VUMC Users 5 Adding Center Numbers VUMC Labs will need to contact their department administrators to activate new center numbers in ilab. Refer to the Introduction to ilab Solutions for VUMC Department Administrators user guide. This guide is available on the Office of Research webpage located here https://medschool.vanderbilt.edu/oor/vanderbilt-cores-ilab-solutions-transition. Access to Center Numbers for Lab Members Once a center number has been added to ilab by the department administrator, it will automatically be assigned to the PI only. The PI and/ or the Lab Manager will need to grant access to the center for any lab members or lab managers. 1. Click on my labs on the left side of the ilab page. 2. Click the lab name under the Labs/Groups I Manage section. 3. Click the Membership Requests & Billing Numbers tab to view the active center numbers for the lab. 4. All lab members and active centers will be displayed. a. Check the box on the row for the user to grant access to the specific center number. 5. The system will automatically save your changes. All new changes will be highlighted green.
Introduction to ilab Solutions for VUMC Users 6 Requesting a Service Some cores will require you to initiate new service requests in ilab. Once you have selected a core, you can request a service by doing the following: 1. Click on the Request Services tab. a. On the Request Services page, there will be a list of available services. 2. Click on the Request Service button to the right of the service you would like to request. a. A submission form will open. 3. Complete the submission form. a. Be sure to complete all required fields marked by a red star.
Introduction to ilab Solutions for VUMC Users 7 4. In the payment information section, select the correct center number from the drop down menu. a. If the center number is not available, contact your lab manager. i. Lab members will need to be granted access to activated center numbers by the PI and/or the Lab Manager. ii. PI or Lab Managers will need to contact the department administrators to activate new center numbers in ilab. b. Split Charge: The cost of service requests can be allocated across center numbers. i. To allocate across multiple center number, click split charge. ii. Select the additional center number from the drop down menu. iii. Enter the % allocations to split the cost across the center numbers.
Introduction to ilab Solutions for VUMC Users 8 5. Click the submit request to core button at the bottom of the page to submit your request. 6. After submitting your request, you will be redirected to the View My Request tab, where you can review the status of your request, and any quotes provided by the core. 7. You will receive emails from ilab if further actions are required for your request to be processed. a. Please follow the instructions in the emails. b. Contact the core or support@ilabsolutions.com if you have any questions.
Introduction to ilab Solutions for VUMC Users 9 Approving a Service Request When service requests are submitted to core facilities by members of your lab, there may be times when the request requires financial approval. In most cases, this approval step is triggered when the quoted cost of the service exceeds the amount the lab member is auto-approved to spend per the lab's auto-approval settings. For any questions about auto-approval amounts, contact your PI or Lab Manager. 1. You can see all requests that require your approval by clicking on view requests under the core facilities section on the left hand menu on any ilab page. 2. All service requests awaiting your approval will be listed. Click the blue arrow beside the service request to expand the information displayed. 3. If all information is correct, you may approve the service request by clicking approve.
Introduction to ilab Solutions for VUMC Users 10 4. Once you approve the request, a pop-up window will display. If needed, you can update the payment number and click Submit. 5. Once you have approved the request, the status will update to Waiting for Core to Begin and a notification will be sent to the core manager that the request has been approved. Email Notification Notes: If you are set up to be a financial contact for your lab you will receive an email when a request requires your approval. You can approve service requests by clicking the link within the notification email sent when the service request is submitted for approval. Once logged in, you will see the service request where you can view the details, click on approve to provide payment information, and submit the approved request to the core facility.
Introduction to ilab Solutions for VUMC Users 11 Requesting an Equipment Reservation Once you have selected a core, you can request a reservation by doing the following: 1. Click on the Schedule Equipment tab. a. On the Schedule Equipment page, there will be a list of available instruments. 2. Click on the View Schedule button to the right of the instrument you would like to reserve. 3. Click and drag on the time frame you would like to schedule your reservation.
Introduction to ilab Solutions for VUMC Users 12 4. A submission form will open, complete the form. a. Enter a description of the event in the Event Notes field (optional). This information will display on the calendar. b. Be sure to complete all required fields marked by a red star.
Introduction to ilab Solutions for VUMC Users 13 5. In the payment information section, select the correct center number from the drop down menu. a. If the center number is not available, contact your lab manager. i. Lab members will need to be granted access to activated center numbers by the PI and/or the Lab Manager. ii. PI or Lab Managers will need to contact the department administrators to activate new center numbers in ilab. b. Split Charge: The cost of service requests can be allocated across center numbers. i. To allocate across multiple center number, click split charge. ii. Select the additional center number from the drop down menu. iii. Enter the % allocations to split the cost across the center numbers. 6. Select Save Reservation button at the bottom of the page to submit your reservation request. 7. You will receive emails from ilab if actions are required for your request to be processed. a. Please follow the instructions in the emails. b. Contact the core or support@ilabsolutions.com if you have any questions.
Introduction to ilab Solutions for VUMC Users 14 Equipment Reservation Notes Trained Users: In some cases, cores require only allow trained (or approved) users to schedule time on specific instruments. If you have access to the calendar, you will be able to select view schedule and make a reservation. If you do not have access, you will need to select Request Training to request approval from the core to use the instrument. Reservation Approval: In some cases, cores require core approval for reservations. If the customer has reserved time on a calendar that requires core approval, that event will display in orange. When the reservation has been approved, the event will display in purple.
Introduction to ilab Solutions for VUMC Users 15 Running Reports on Billing Numbers (VUMC Cost Centers) Within the department there is a reporting tab. The reporting functionality within ilab will allow users to generate reports to see amount spent across center numbers, PIs and cores. 1. Click the Reporting tab. 2. Select Load Default to load the ilab default report settings (recommended). 3. Select the date range for the report. 4. Click Charts & Tables to adjust and modify the reports that will populate. 5. Click Run Report a. This will generate a high level report that will include charges across billing numbers, PIs and cores. To refine the report and specify the data down to a certain PI, billing number (VUMC center number), and/or core. 1. Using the filter panel on the left side, adjust the filters (i.e., payment number ) to refine the report. 2. Click Apply filters. 3. The report will update with data specific to those filters. 4. Click Export to download the data or export the reports to excel.
Introduction to ilab Solutions for VUMC Users 16 Reviewing Invoices From the left menu, click the Invoices label to access invoice and pre-invoice reports. Users can view all invoices created by any core for any billing number connected to the user s department. 1. Click on Invoices in the left hand menu. 2. A list of invoices will appear. 3. Use the filter panel on the left to reduce and sort the invoices that display. a. Example: Use the payment number filter and select the invoice number. Click Apply Filters. b. Example: Use the keyword search and type in the invoice number. Click Apply Filters. 4. On the far right, click the magnifying glass to view the actual invoice.
Introduction to ilab Solutions for VUMC Users 17 Editing the Pre-Invoice: Billing Number Corrections/Distribution Change the billing number on the Pre-Invoice: Once an invoice has been created by a core, a PI will have the opportunity to review the invoice and make corrections if necessary. 1. Click on Invoices and click the magnifying glass to view the invoice. 2. Pre-Invoice indicates the invoice is in a period where updates and changes are allowed. 3. Invoices will be updated to Final Invoice once the billing has been finalized and uploaded by the VUMC Office of Research. 4. Click the $ Icon to see the billing number (VUMC center number) that will be charged. 5. To update the charges to a different billing number (VUMC center number), select the check box for each charge in the payment list. 6. Using the Billing number drop-down menu, select a new billing number. 7. Click Save.
Introduction to ilab Solutions for VUMC Users 18 Splitting Charges on the Pre-Invoice: Once an invoice has been created by a core, a PI will have the opportunity to review the invoice and make corrections if necessary. 1. Click on Invoices and click the magnifying glass to view the invoice. 2. Pre-Invoice indicates the invoice is in a period where updates and changes are allowed. 3. Invoices will be updated to Final Invoice once the billing has been finalized and uploaded by the VUMC Office of Research. 4. Review the charges within the invoice. 5. Click the $ Icon to see the billing number (VUMC center number) that will be charged. 6. To split the invoice between billing numbers (VUMC center numbers), select the check box for each charge in the payment list. 7. In the payment information section, click Add Split. 8. Change the percentage field to the percent to allocate for each PO number. 9. Click Save.
Introduction to ilab Solutions for VUMC Users 19 ilab Core Customer Help Articles For more detailed instructions on ordering services or scheduling equipment please visit the ilab Solutions helpsite: http://help.ilabsolutions.com/core-facilities-customers.